Community Action Partnership: Organizational Standards, Risk Mitigation, and National Training Center NASCSP Winter Training Conference CSBG Orientation

February 24, 2015 Presented by: Denise Harlow, MSW, CCAP, NCRT Community Action Partnership 1140 Connecticut Ave, NW, Suite 1210 Washington, DC 20036 [email protected]

Agenda • Organizational Standards • Risk Mitigation • Tools and Resources – Toolkits – Flash Drive

Organizational Standards

IM 138

IM 138 • Summer of 2015- State Plans will need to address Standards Implementation • FY 2016 - All States will Implement Standards • Impact on State Plans, Monitoring, Annual Report • States Will Need to Identify Standards Used – COE-Developed Standards (OCS recommends) – COE-Developed Standards-Modified – State Alternative Standards (as rigorous as COE)

IM 138 State Authority and Responsibility to Establish Organizational Standards

• Section 678B of the CSBG Act (42 U.S.C. § 9914) requires State CSBG Lead Agencies to establish “performance goals, administrative standards, financial management requirements, and other requirements” that ensure an appropriate level of accountability and quality among the State’s eligible entities • In order for States to meet these responsibilities under the CSBG Act, States must establish, communicate, and hold accountable to clear and comprehensive standards as part of oversight duties.

IM 138 Federal Authority and Responsibility for Organizational Standards

• The statute provides the authority to collect “such information as the Secretary shall require,” including a series of detailed assurances based on the requirements of the CSBG Act. To assure effective use of funds to meet the purposes of the statute, section 676(d) (42 U.S.C. § 9908(d)) states that the “Secretary may prescribe procedures for the purpose of assessing effectiveness of the eligible entities in carrying out the purpose of [the CSBG Act].

IM 138 COE-Developed Standards

• Initially submitted for review July 10, 2013 • Review Process by HHS/ACF/OCS • CSBG Working Group review of feedback and Final COEDeveloped Standards Increased by two Standards with additional Standards modified – 58 for Private/Nonprofit CAAs (CSBG Eligible Entities) – 50 for Public CAAs (CSBG Eligible Entities)

CSBG Organizational Standards • IM 138 • 58 Private CAAs • 50 Public CAAs

COE-Developed Standards • Maximum Feasible Participation – Consumer Input and Involvement – Community Engagement – Community Assessment

• Vision and Direction – Organizational Leadership – Board Governance – Strategic Planning

• Operations and Accountability – Human Resource Management – Financial Operations and Oversight – Data and Analysis

TOOLS AND RESOURCES TO ASSIST WITH ORGANIZATIONAL STANDARDS

Tools to Help Assess • Assessment Tool • Separate Tools for States and CAAs • Updated February 2015 • Includes Final COEDeveloped Standards Language • Additional Guidance

Tools to Help Assess Glossary of Terms

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This glossary is provided as guidance by the Organizational Standards Center of Excellence (OSCOE). It is intended to provide some clarity as to the intent of the CSBG Working Group in the development of the Standards. Please note that this is not official guidance and CAAs and State CSBG Offices are encouraged to work together to come to agreement on definitions and to refer to the CSBG Act and Office of Community Services’ Information Memoranda when needed.

This publication was created by the National Association of Community Action Agencies – Community Action Partnership, in the performance of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services Grant Numbers 90ET0434 and 90ET0445. Any opinion, findings, and conclusions, or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the U.S. Department of Health and Human Services, Administration for Children and Families

Glossary • Updated February 2015 • Incorporated new definitions as needed by the IM 138 • More detail to come on broader IM 138 Issues

Tools Already Available to Help CAAs Meet the Standards

How Can State CSBG Offices and CAAs Prepare? •

Encourage CAAs to establish Staff Committee to assess the CAA against the proposed Organizational Standards and develop plan of action – Department Heads, Fiscal, HR, Planning, etc. – Keep Board of Directors informed of efforts through formal reporting

• • • • •

Include the Standards in organizational and department strategic planning discussions and work plans Work with your State Association to inform and train CAAs in your state on Standards Keep lines of communication between State CSBG Offices, CAAs, and State Associations open on Standards Encourage CAAs to include ramp-up to meet Standards in CAP work plans Review CSBG State Plans and CAA Contracts for where Standards language will be appropriate in include.

Note: These recommendations are from Partnership staff only.

Critical Terms and Groups •

Federal Office of Community Services – HHS/ACF – CSBG-Community Services Block Grant – IM (Information Memorandum) and Dear Colleague Letters

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Organizational Standards Center of Excellence-COE/OSCOE – Community Action Partnership – COE Developed Organizational Standards – CSBG Working Group

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ROMA Next Generation Center of Excellence – NASCSP-National Association of State Community Services Programs

• •

State and Federal Accountability Measures CSBG Act – CSBG Reauthorization – States Authorities

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State Plans – IS Survey – Annual Report – National Performance Indicators

• •

Office of Management and Budget (OMB) Federal Fiscal Year (FY)-October 1-September 30

Risk Mitigation

CSBG T/TA Office of Community Services • • • •

IM 123 Regional Performance and Innovation Consortia State Associations National Centers of Excellence – Organizational Standards – Risk Mitigation T/TA Center/National Training Center – Learning Communities Resource Center

• Legal (CAPLAW)

Risk Mitigation Center • Assessment • Referral • T/TA – Plans – Consultant linkages – Direct Assistance

Office of Community Services State CSBG Office CAA (QIP may or may not be in place)

State Association

National T/TA Providers Risk Mitigation Center (Partnership)

CAPLAW

NASCSP

National Risk Mitigation Center • Training and Technical Assistance – The Center is a Resource for State CSBG Offices, CAAs, and State Associations – Compilation of available T/TA resources for the Network – Assistance with provision of T/TA • In-person • Via web meetings • Print and online resources

Agency Issues • • • • •

Financial Management Board Governance CSBG Act Organizational Standards Other…

National Risk Mitigation Center • Toolkits – – – – – – – – – – –

Cost Allocation Time and Effort Reporting Risk Assessment Balanced Scorecard/Strategic Planning Measuring Impact of Partnerships/Collaborations Reading Your Audit Online Community Action Needs Assessment Tool Online Nonprofit Risk Management Center Succession Planning/Executive Transition CSBG Monitoring-IM-116 Spotlight on Nonprofit Grants Administration OMB Circular A110

CSBG T/TA Resource Center • Webinars – Hosted Monthly – Recorded and Posted Online – Available 24/7

• T/TA E-Newsletter • Online CSBG T/TA Resource Center www.csbgtta.org • Twitter Feed @NatTrainingCtr

CSBG T/TA Resource Center • www.csbgtta.org • Many more toolkits, webinars, and print resources • Consultant Bank • Training Calendar • Discussion Forum • Shared Calendar • Individual registrations for Board and Staff

CSBG T/TA Center Let’s Go Online…. www.csbgtta.org

www.communityactionpartnership.com

Comprehensive Online Community Needs Assessment Tool • www.communityactionCNA.org

Community Action Online Risk Assessment Tool • www.communityactionpartneship.com

Community Action Online Risk Assessment Tool

CAPLAW Tools • • • • • •

www.caplaw.org Tools for Top Notch CAAs Training Tools for Nonprofit Boards Exemplary Legal Practices and Policies Guidebook Right on the Money: An Annotate Guide to the Federal Cost Principles for Nonprofit Grantees Bylaws Toolkit Legal Liability Audit

CAPLAW TOOLS

© 2012 CAPLAW and Community Action Partnership

CAPLAW TOOLS

CAPLAW TOOLS

CAPLAW TOOLS

CAPLAW Tools

Community Action Partnership Tools •

Preparing for Your Community Action Agency’s Future: Sustainability, Succession &Transition – – – – – –

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www.communityactionpartnership.com • •

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Part 1: Organizational Sustainability Planning Part 2: Executive Succession Planning Guide Part 3: Executive Transition Management Guide Community Action Partnership and Transition Guides PDF available online, print copies available Webinar recording posted Resources/Toolkits and Webinars National Training Center/Toolkits and Webinars

www.csbgtta.org •

Resource Bank

These publication were created by the National Association of Community Action Agencies – Community Action Partnership, in the performance of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services Grant Number 90ET0428 and 90EQ0231. Any opinion, findings, and conclusions, or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the U.S. Department of Health and Human Services, Administration for Children and Families

Tools Included Preparing for Your Community Action Agency’s Future

• • • • • • •

Organizational Sustainability Mini-Assessment Emergency Backup Succession Plan Template Emergency Backup Plan Detail CEO Succession Policy Template Sample Transition Timeline Interim Chief Executive Sample Agreement & Work Plan Chief Executive’s Position Profile & Job Announcement Templates • Nonprofit Job Posting Web Sites

Tools Included (continued) Preparing for Your Community Action Agency’s Future

• • • • • • • •

Sample Resume Scoring Sheet Sample Phone Screening Questions Sample Interview Agenda & Questions Sample Interviewee Rating Criteria Sample Reference Checking Questions Sample Employment Offer Letter Sample Regrets Letters to Candidates Sample Chief Executive 90-Day Entry Plan

Community Action Partnership Tools Batter Up! Building Your Leadership Bench • • • •

Community Action Partnership Brown, Buckley, Tucker PDF available online, print copies available Webinar recording posted

www.communityactionpartnership.com • •

Resources/Toolkits and Webinars National Training Center/Toolkits and Webinars

www.csbgtta.org •

Resource Bank

This publication was created by the National Association of Community Action Agencies – Community Action Partnership, in the performance of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services Grant Number 90ET0428. Any opinion, findings, and conclusions, or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the U.S. Department of Health and Human Services, Administration for Children and Families.

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Community Action Partnership Tools Audit Essentials: What Every Board Member Needs to Know • • •

Community Action Partnership Kevin Myren, CPA PDF available online Webinar recording posted

www.communityactionpartnership.com • •

Resources/Toolkits and Webinars National Training Center/Toolkits and Webinars

www.csbgtta.org •

Resource Bank

This publication was created by the National Association of Community Action Agencies – Community Action Partnership, in the performance of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services Grant Number 90ET0428. Any opinion, findings, and conclusions, or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the U.S. Department of Health and Human Services, Administration for Children and Families.

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NASCSP TOOLS

Community Action Partnership Annual Convention

Questions? Contact Jarle Crocker, PhD 202-449-9774 [email protected] Denise Harlow, CCAP 202-595-0660 [email protected] Thank you! Many of the publications , training, and webinars mentioned were created by the National Association of Community Action Agencies – Community Action Partnership, in the performance of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services Grant Number 90ET0428, 90EQ0231, 90ET0434, 90ET0436, 90ET0437, and 90ET0445. Others were created by the Community Action Program Legal Services, Inc. (CAPLAW), in the performance of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services Grant Number 90ET0429 and 90SQ0047. Any opinion, findings, and conclusions, or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the U.S. Department of Health and Human Services, Administration for Children and Families.